Privacy Policy
Welcome to Undivi – we unite individuals. We hold ourselves to the highest standards, including when it comes to handling personal data. Naturally, we process the personal data of our clients, candidates, and website users in accordance with the provisions of the General Data Protection Regulation (“GDPR”) and the Austrian Data Protection Act (“DSG”).
Who is Undivi?
Undivi GmbH (“Undivi” or “We”) is an Austrian recruitment consultancy based in Vienna’s 8th district. We operate in the areas of recruitment services, payroll services, recruitment process outsourcing (RPO), and HR consulting.
Undivi GmbH
Josefstädterstrasse 70/52
1080 Vienna
Email: [email protected]
Phone: +43 664 22 34 993
For any questions relating to data protection or to exercise your rights in this regard, please contact us at: [email protected].
The controller under the GDPR is Karim Pfeil.
A. Information for Website Users
1. General Information
This privacy policy outlines the nature, scope, and purpose of the collection, processing, and use of personal data via our websites https://undivi.at/ and https://undivi.com/ (“Undivi Website”).
Please note: This policy only applies to our own website pages. If you are redirected to third-party websites via links, please refer to the respective providers’ privacy policies.
2. Anonymized Data
When you visit the Undivi Website, information about your access may be automatically stored on our server. This may include data such as browser type and version, operating system, referrer URL, and the time of the server request.
Our hosting provider automatically stores this information in server log files, which are transmitted by your browser. These log files are anonymized and do not constitute personal data. They are analyzed exclusively for statistical purposes.
We reserve the right to review this data retrospectively if there is specific evidence of unlawful use.
3. Data Security
We protect the Undivi Website and our systems using appropriate technical and organizational measures against loss, destruction, access, modification, or distribution of your data by unauthorized persons. For example, the Undivi Website uses encrypted HTTPS communication between your browser and our web server.
Please note, however, that complete data security cannot be guaranteed when communicating via email.
4. Cookies
The Undivi Website uses cookies – small text files stored on your device that allow us to collect specific, device-related information. This includes your IP address, browser type, operating system, and more.
We do not share this information with third parties or link it to personal data without your explicit consent.
Cookies do not harm your device. We use them to improve user experience and gather usage statistics to optimize our services.
Some cookies remain on your device until you delete them. These allow us to recognize your browser on future visits.
Most of our cookies are session cookies and are deleted automatically at the end of your session.
You can control cookie usage via your browser settings – for example, by disabling cookies or enabling automatic deletion when the browser is closed.
Disabling cookies may affect the functionality of our website.
For details about the specific cookies we use, please refer to our dedicated Cookie Policy.
You can disable many advertising cookies at the following websites:
5. Embedded Third-Party Content
Some of our webpages include content from third-party websites. To display this content, the respective third-party providers must be able to access your IP address. This is necessary to deliver the content to your browser.
We aim to use only content from providers who use IP addresses solely to deliver content. However, we have no control if third parties store IP addresses for statistical or other purposes.
6. Google Analytics
Provider: Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA (“Google”).
Google Analytics uses cookies to analyze website usage. The information generated by the cookie is usually transferred to and stored on Google’s servers in the USA.
However, due to IP anonymization on our websites, your IP address is shortened within the EU or EEA before transmission. Only in exceptional cases is the full IP address transmitted to the USA and shortened there.
Google processes this data on our behalf to evaluate your use of the website, compile reports, and provide related services. Your IP address will not be merged with other Google data.
You can prevent the storage of cookies by adjusting your browser settings. However, this may limit website functionality.
Additionally, you can prevent Google from collecting and processing your data (including your IP address) by downloading and installing the browser plug-in available here:
https://tools.google.com/dlpage/gaoptout
For more information, see Google’s Privacy Policy: https://policies.google.com/privacy?hl=en
You may also manage preferences or object to data collection here:
B. Information for Applicants and Candidates
1. Purpose and Scope
This section explains how Undivi collects, processes, and uses personal data from job applicants and candidates – whether you contact us on your own initiative, via our online forms, email, post, or other channels, or if we reach out to you via email, phone, or social networks.
It applies to those applying for job openings or submitting documents for placement purposes.
We inform you about:
categories of data we process
processing purposes
legal bases
recipients of your data
data retention
your data protection rights
2. Categories of Personal Data
Depending on your interaction with us, we may process the following data:
Basic and contact details
First and last name
Address
Email address
Phone number(s)
Application and career data
CV (education, work history, qualifications, skills)
References (if provided)
Former employer/project details
Salary expectations, notice periods, availability
Preferred job location, willingness to travel
Other information you submit
Communication data
Email, phone, and social media messages
Interview notes and communication history
Appointment outcomes and notes
Other data
Notes on suitability from interviews or meetings
Work permit/residency data (if needed)
Special categories of personal data (e.g., health data) only processed with your consent or if legally required
Please avoid providing sensitive data (e.g., ethnic origin, political views, religious beliefs, union membership, sexual orientation, health information), unless essential for the application.
3. Purposes and Legal Bases
We process personal data for the following purposes and based on these legal bases:
Recruitment process and placement
Reviewing qualifications
Scheduling interviews
Creating and sharing candidate profiles (with your prior consent)
Legal bases:
Pre-contractual measures (Art. 6(1)(b) GDPR)
Your consent (Art. 6(1)(a) GDPR)
Our legitimate interests (Art. 6(1)(f) GDPR)
Career advisory and ongoing profiles
Creating and updating a candidate profile for future opportunities
Matching your profile with open positions
Legal bases:
Consent (Art. 6(1)(a) GDPR)
Legitimate interest (Art. 6(1)(f) GDPR)
Pre-contractual measures (Art. 6(1)(b) GDPR)
Legal obligations
Compliance with laws (e.g., equal treatment laws, authority requests)
Legal bases:
Legal obligations (Art. 6(1)(c) GDPR)
Legal claims (Art. 6(1)(f) GDPR)
You may withdraw your consent at any time with future effect (see Section 10).
4. Data Sources
We primarily collect personal data directly from you via application documents, our website forms, or by email/post.
Additionally, we may use public sources like LinkedIn to supplement your profile, provided you consent or make such data publicly available. References are only contacted with your consent.
5. Sharing Your Personal Data
Internal recipients:
Only Undivi staff involved in recruitment and placement have access to your data.
External recipients:
Potential employers: Only after your consent, we share your profile with suitable companies.
Service providers (processors): E.g., recruitment software vendors, hosting providers – all contractually bound to GDPR compliance.
Authorities and legal advisors: If required by law or for legal claims.
Transfers to third countries:
If we transfer your data outside the EU/EEA, we ensure appropriate safeguards such as EU Standard Contractual Clauses.
6. Retention Period
We retain your data only as long as necessary for the relevant purpose. It will then be deleted or anonymized unless legal obligations require otherwise.
Initiative profiles: Retained indefinitely (unless withdrawn) for future opportunities.
Job-specific applications: Deleted after conclusion unless you consent to further storage or retention is legally required.
7. Profiling and Automated Decision-Making
We may use semantic search tools to match your qualifications with open positions.
However, final decisions are always made by human recruiters.
No fully automated decision-making occurs.
8. Background and Reference Checks
Some clients may request verification of your information. We only contact references you explicitly name or with your prior consent. Additional data (e.g., residence permits) is processed only if legally required and within lawful limits.
C. Information for Clients
This section provides information on the processing of personal data relating to our client companies and their designated contacts in the context of our business relationships.
1. Purpose and Scope
This notice is intended for employees of companies with which Undivi maintains or initiates a business relationship—e.g., in the areas of recruitment, project delivery, HR consulting, or payroll services. In doing so, we process personal data for purposes such as communication, contract execution, offer preparation, and project implementation.
2. Categories of Personal Data
We process the following categories of personal data in particular:
Company master data (e.g., company name, address, VAT number, names of executives and points of contact)
Contact data of representatives (e.g., name, position, business email address, phone number)
Communication content (e.g., emails, meeting notes, candidate feedback, conversation transcripts)
Contractual and project-related information (e.g., requirements, assigned or referred personnel)
Billing and payment data (e.g., invoice address, accounting details)
Usage data from digital platforms (e.g., login data, access logs)
3. Purposes and Legal Bases of Processing
Personal data is processed for the following purposes:
Initiation and execution of business relationships
Communication and coordination within ongoing projects
Documentation of project progress, client feedback, and requirements
Invoicing and contract administration
Legal bases for this processing include:
Art. 6(1)(b) GDPR (contract initiation or performance)
Art. 6(1)(c) GDPR (legal obligations, e.g., tax retention)
Art. 6(1)(f) GDPR (legitimate interest in efficient service delivery, quality assurance, and documentation)
4. Source of the Data
Personal data is generally provided directly by you or your company, for example during initial contact, offer submission, or ongoing communication. Additionally, publicly accessible professional sources (e.g., company websites, professional networks, commercial registers) may be used.
5. Data Recipients
Within Undivi, access to your data is limited to employees involved in project execution, client services, or contract management (e.g., recruitment, project management, accounting).
In addition, IT service providers, hosting providers, or tax advisors may access relevant data as part of their contractual obligations. Data is shared with third parties solely for the purpose of service provision or legal compliance.
6. Data Transfers to Third Countries
In individual cases, data may be transferred to countries outside the EU/EEA (e.g., through IT providers). In such cases, we ensure an adequate level of protection, particularly by concluding Standard Contractual Clauses in accordance with Art. 46 GDPR.
7. Data Retention
We retain data for the duration of the business relationship and beyond, as required by statutory retention obligations (e.g., seven years under the Austrian Federal Fiscal Code BAO and Commercial Code UGB).
Project-related communication may be stored for up to five years after project completion for quality assurance and documentation purposes.
D. Information for Suppliers
Undivi also processes personal data from suppliers and service providers where this is necessary to establish, carry out, and conclude a working relationship.
1. Purpose and Scope
This notice is aimed at companies and individuals who provide or intend to provide goods or services to Undivi or who are currently in a contractual relationship with us. Processing involves data related to communication, contract management, service delivery, and invoicing.
2. Categories of Personal Data
Depending on the specific project or contract, we may process the following categories of personal data:
Supplier company master data (e.g., name, address, VAT number)
Contact data of representatives (e.g., name, position, email, phone number)
Communication data (e.g., correspondence, proposals, notes)
Contract and service details (e.g., scope, duration, service descriptions)
Billing and payment data (e.g., invoices, payment terms, bank details)
References or suitability documentation in selection procedures
3. Purposes and Legal Bases of Processing
Data is processed for the following purposes:
Initiating and performing contractual relationships
Project-related communication and coordination
Supplier management and relationship maintenance
Billing and compliance with legal obligations
Legal bases for this processing include:
Art. 6(1)(b) GDPR (contract performance)
Art. 6(1)(c) GDPR (e.g., tax-related retention requirements)
Art. 6(1)(f) GDPR (legitimate interest in efficient cooperation and documentation)
4. Source of the Data
Data is primarily provided directly by you or your company—e.g., through proposals, communications, or contract documentation. In certain cases, information from public sources (e.g., business directories) may also be used.
5. Data Recipients
Within Undivi, access is limited to departments directly involved in supplier selection, contracting, or billing (e.g., procurement, accounting, project management).
In addition, external IT providers, tax advisors, or payment service providers may access relevant data within the scope of collaboration.
6. Data Transfers to Third Countries
Where technical services are provided via third countries (e.g., hosting), such transfers occur only on the basis of appropriate safeguards (e.g., Standard Contractual Clauses under Art. 46 GDPR).
7. Data Retention
Supplier data is stored for the duration of the contractual relationship and in accordance with statutory retention requirements (e.g., 7 years under UGB/BAO).
Project-related documents may be archived beyond this period, particularly for the establishment or defense of legal claims.
E. Your Rights as a Data Subject
Under the GDPR, you have the following rights:
Right of access (Art. 15 GDPR): Request information on the data we hold about you
Right to rectification (Art. 16 GDPR): Correct inaccurate or incomplete data
Right to erasure (Art. 17 GDPR): Request deletion under certain conditions
Right to restriction (Art. 18 GDPR): Limit processing under specific circumstances
Right to data portability (Art. 20 GDPR): Receive your data in a portable format or transfer it to another provider
Right to object (Art. 21 GDPR): Object to processing based on legitimate interest
Right to withdraw consent (Art. 7(3) GDPR): Withdraw your consent at any time with future effect
To exercise your rights or for any data protection concerns, contact:
[email protected]
You also have the right to lodge a complaint with the Austrian Data Protection Authority:
https://www.dsb.gv.at
F. Updates
We reserve the right to amend this privacy policy to reflect changes in our services or legal requirements.
The current version is always available at:
https://undivi.at/datenschutzbestimmungen/
Terms and Conditions
1. General
1.1. These General Terms and Conditions apply to personnel placements by Undivi GmbH, Josefstädterstraße 70/52, 1080 Vienna, hereinafter referred to as “Undivi”. The client shall hereinafter be referred to as the “Customer,” and the recruited personnel shall be referred to as the “Candidate”.
1.2. Undivi provides its services of personnel placements exclusively based on these General Terms and Conditions. Undivi expressly rejects the Customer’s terms and conditions.
2. Provisions for Personnel Placement
2.1. The scope of Undivi’s services extends to all areas of personnel placement and includes, depending on the offer, the search and selection of candidates, obtaining references and work-related documents and certificates, as well as support in contract negotiations between the Customer and the candidates. The decision to employ the candidate, whether as an independent or dependent contractor, lies with the Customer.
2.2. The contract is concluded by the acceptance of the offer by the Customer or the order confirmation by Undivi, as well as by an expressed acceptance of employment or actual employment of a proposed candidate. If a position is filled by multiple candidates, a separate placement fee is due for each candidate. This applies to partial payments during the search process as well as the placement fee upon successful employment.
2.3. Undivi is entitled to a placement fee and consulting fee as stipulated in the offer or order confirmation. Advertisement packages are valid for one placement.
2.4. The Customer agrees to provide truthful information about any employment relationship of the recruited candidates when requested by Undivi. In the event that no or incorrect information is provided, Undivi is entitled to issue a placement fee double the amount stated in the offer or order confirmation.
2.5. If a candidate submitted by Undivi has already applied directly to the Customer within the last 3 months, the Customer must inform Undivi within 7 days to prevent any claims for a placement fee. In this case, Undivi will cease further support for the given candidate.
2.6. Undivi is entitled to a placement fee in the following cases: (i) When a candidate submitted is employed by the Customer or an affiliated company, even if it is a different position than stated in the order form or order confirmation.
(ii) When a candidate submitted is employed not immediately, but within 18 months from the first submission.
(iii) When a candidate submitted is employed by a third party other than the Customer, as the Customer has provided the contact information, candidate’s name, or other candidate information.
(iv) If the Customer already knows the candidate but missed the deadline under point 2.5 and Undivi was still actively involved in the placement process. This point 2.6 remains valid even after termination of the contract (see point 5). Evading the placement fee through another form of employment (e.g., through a third party or the candidate’s self-employment) does not release the Customer from the obligation to pay the placement fee.
2.7. If a search order with a post-search guarantee is agreed upon between the Customer and Undivi, Undivi will become active in the placement process again within the agreed period after the departure of the originally recruited candidate and attempt to find a replacement candidate.
To claim this guarantee, the following conditions must be met: (i) All due outstanding invoices from Undivi must be settled by the Customer at the time of termination of the candidate;
(ii) The Customer has not made any detrimental changes to the employment relationship with the candidate since the time of hiring;
(iii) If the candidate terminates the employment, the reason for termination must not be non-compliance with the promised working conditions;
(iv) The candidate is not part of a mass layoff;
(v) The candidate shall not be employed by any affiliated company of the Customer for a period of 18 months;
3. Remuneration and Payment Terms
3.1. Unless otherwise agreed, Undivi’s invoices have a payment term of 10 days net without deduction. Default interest from the eleventh day amounts to 1.2% per month. Any reminder fees, attorney’s fees, collection agency costs, or court costs for delayed payments shall also be borne by the Customer.
3.2. The Customer agrees to electronic invoice transmission via email.
3.3. Undivi will invoice upon completion of services. Unless otherwise agreed, Undivi charges a fee of 35% of the target gross annual salary after the service has been provided, taking into account all components included in the compensation package. The service is deemed to have been provided when an acceptance of employment by the Customer and a positive acceptance of the offer by the candidate are expressed or transmitted in writing. Claims or objections to invoices must be made within one week of receiving the invoice.
4. Liability
4.1. Undivi does not provide any warranty for the accuracy and completeness of the information and documents provided by the candidates.
4.2. Undivi will provide professional advice and placement services to the best of its knowledge and abilities but is not liable for the qualifications or suitability of the candidate. Furthermore, Undivi cannot be held responsible for the accuracy or completeness of candidate information. The Customer is responsible for the selection of the candidate and compliance with applicable labor law provisions.
4.3. Undivi’s liability is limited to cases of grossly negligent or intentional breaches of duty. Undivi shall not be liable for lost profits or consequential damages.
4.4. Undivi’s liability is limited to EUR 5,000.
5. Termination
5.1. The contractual relationship may be terminated by either party with a notice period of two months. Termination must be made in writing via email or letter. In the event of termination by the Customer, the termination must also be sent to [email protected].
5.2. Undivi has the right to terminate the contract unilaterally in case of payment default by the Customer.
6. Final Provisions
6.1. These General Terms and Conditions and all contracts concluded on their basis are governed by Austrian law. The place of jurisdiction is Vienna, Inner City, Austria.
6.2. The application of international conflict of laws rules and the UN Convention on Contracts for the International Sale of Goods is excluded.
6.3. These General Terms and Conditions and all contracts concluded on their basis can only be amended or supplemented in writing with mutual consent. Undivi may unilaterally modify the General Terms and Conditions, provided it does not affect any of the main services of the contracting parties or grossly disadvantages the Customer.
6.4. Should any provision of the General Terms and Conditions be or become invalid or incomplete, the economically closest legally valid provision shall replace the invalid provision.
6.5. If any provisions of these General Terms and Conditions are not in compliance with mandatory legal regulations, this shall not affect the other provisions of these General Terms and Conditions.
Version 2.0, last modified on 2025, May 30th
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Imprint
Undivi GmbH Limited Liability Company
Job placement, staff leasing
VAT ID: ATU79407349
FN: 603984 m
Commercial Court: Vienna Commercial Court
Registered Office: Josefstädterstraße 70/52 1080 Vienna, Austria
Tel: +43 664 2234993
Email: [email protected]
Member of the Vienna Chamber of Commerce, Information and Consulting
Liability Notice: Despite careful content control, we assume no liability for the content of external links. The operators of the linked pages are solely responsible for their content.